written by

Practice Management: 5 Must-Dos for Efficient Medical Receptionist

Medical 3 min read

Private practice physicians face a lot of challenges to run it successfully. They require an expert support team to look after the administration work so the doctor can concentrate on the patient. Doctors can not handle the patient's treatment and their administration work at the same time. The main facet of running a successful medical practice is hiring the best front desk administrator to handle the job. Once hiring the best receptionist, the further step is the medical practice management system. You need the best scheduling software, that reminds the day-to-day operations, appointment scheduling, billing, and administrative works.

Medical Receptionist Practice Management
Photo by Christina Morillo

The best appointment scheduling software that helps receptionists to schedule the appointments. There will be no waiting for a long time in hospitals. Depending on the doctors' availability, patients can book their appointment and meet at that particular hour.

The receptionists are the first impression for a patient, how they respond, how often they check on a patient's appointments and help the patient retention rate and new patient's referral. Here are five must-dos for efficient medical receptionists.

Greet the patients

The way they interact with the patient creates a first impression. It is the primary responsibility of the reception to make the patient feel welcome. Maintain a polite manner while answering the phone call and a consistent manner. The Receptionist area should be clean and organized. Patient details should be recorded, and existing patient information should be updated, including their personal and health information. Communicate with the patient's visitors, keep informing the patient's condition, and be aware of delays. Respond to the visitor's inquiry, prospective patient in a polite manner.

Administer the telephone

Answering the phone politely and consistently comes under greeting the patients. Receptionists must manage the incoming and outgoing calls. Receptionists should be active listener, have good phone manners, screen calls, etc. while attending the incoming calls like telemarketers, pharmaceutical reps, and other physicians. They have to place outgoing calls to discuss patients' appointments, make outside appointments or referrals, and order supplies. Being a medical office resemblance needs to use proper telephone etiquette. Receptionists receive numerous calls inquiries about the daily schedules, dealing with the rings efficiently.

Schedule appointments

Adequate scheduling is needed for an excellent patient experience. The availability of the doctor must be intimidated to the patients on time. It reduces the waiting time and creates the impression that they care for the patients. If there is no appointment prior, they need to intimate back to the patients. Maintain the op, surgery list separately and prepare a chart for the doctor. This would be a little hectic to maintain manually. Need software that would remind and manage the appointments.

Picktime is the best appointment scheduling software in the market that would always remind you about your appointment. It has other features like staff management, invoicing, and PayPal integration to accept payments. There is n number of patients, and few need special care about their condition and should be treated on time. Online scheduling software will help with this work.

Should have excellent communication skills

Receptionists are like a communication hub. Most of the communications go through the front desk, especially regarding the administration task of the patients. Maintaining effective clear and concise communication is crucial. They should be responsible until the patient is discharged. With excellent communication skills, necessary skills like telephone support, customer service, time management, and organization skills are required.

Exterior Communication

Exterior communication includes potentially communicating with vendors, other physician practices, insurance companies. It requires making outgoing calls, mailing emergency letters, faxing, and typing professional letters. They should be confident to manage serious issues and try to convince the other party.

Medical Office Management Doctor Office Management Booking System for doctors